The registration process collects patient demographics, guarantor, and insurance information and referring MD. The registration function is used to provide a foundation of patient information and maintain consistent data. When the registration process is completed, the system updates the patient record with a registration date and time stamp. This qualifies the patient as registered. It uses this field to check when the patient information needs to be re-registered again to make sure the insurance and address information is current. A message will prompt the user when this is required when a new account or visit is added.

If the patient is new to the facility, a patient identification number is automatically assigned for the patient. This is a unique ID and can be used to search for the patient on the patient search screens.

PiMS registration uses a "scorecard" approach that offers easy navigation to any function during the registration process. The scorecard shows what has been gathered and what data is still needed to complete the registration. The scorecard ensures that the patient’s demographics, guarantor and insurance payers are always gathered before the registration is complete.

The patient re-registration process is the same as registration. The existing registration information is reviewed, the patient is asked for any changes, and if the patient reports changes, the patient's demographic information, the guarantor, referring MD, insurance information can be updated.

Guarantor

The Guarantor is the responsible party for the financial obligation. The guarantor is identified in the registration process. You can select an existing guarantor or enter a new guarantor which is then retained in the guarantor database. PiMS keeps a separate database for guarantors. A guarantor can be assigned to multiple patients, such as in a family or patient and guarantor are the same person. When the guarantor and patient are the same, the patient name, address, date of birth, sex, are always kept in synch, so that when one is changed, it automatically changes the other. The system assigns a unique guarantor ID so each guarantor can be searched by ID or guarantor name.

Insurance

All of the patient’s insurance can be added at registration time. This allows the accuracy and verification to be done at registration. You can add any number of insurance for the patient – there is no limitation. This provides a history of the patient’s insurance and is automatically copied to the account for each new encounter. Therefore, we have insurance at the patient level and insurance at the account level.

If a new insurance is added at the account level, it is automatically added back to the patient level keeping the insurance in synch. There are separate functions to inactivate/activate insurance as needed. The primary insurance is the focus for the financial class and all billing rules that are associated with that insurance are key to the collection of the monies. Insurance verification is optional and can be verified at registration time or worklisted to be verified at point of service or admission time. Management of the claims can be monitored using worklists for valid insurance coverage.

PiMS provides data fields that are necessary for Medicare, Medicaid, Commercial, Champus and Workers Compensation payer requirements.

Referring MD

The referring MD is added at registration time. This allows the referring MD to be part of the patient history and optionally, you can store it as part of each encounter. PiMS keeps both a patient and a visit caregiver history. You specify by type of caregiver whether the caregiver should be added to the patient history, visit history or both.

Referring MD’s can be assigned as the consultant, the primary care physician or other relationships the physician has to the patient. A separate database is maintained for all caregivers, which allows for easy selection in the registration process. The physician’s credentials such as UPIN, license and DEA numbers are maintained there as well. Each caregiver in PiMS has a unique numeric code for the master database.

Allergy

Multiple patient allergies can be entered at the registration point. Allergies can be common allergies or drug allergies that are checked for drug interaction if PiMS pharmacy is installed.